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• Add a recurrence - If an appointment or meeting is repeated on a regular schedule, you can add a recurrence instead of creating an event for each instance.

• Scheduling assistant - The scheduling assistant is a useful tool for determining common availability for meeting times. It allows you to simultaneously view the calendars of all invited people (if they have a UWaterloo email account) and rooms, and it will suggest meetings times with the fewest conflicts.Scheduling Assistant - Outlook

Step-by-step guide to create an appointment or meeting

1. In the Home ribbon, click New Appointment or New Meeting. This will open a new window.
   

   

2. In the Subject field, enter a title for the appointment/meeting.

3. In the Location field, enter the location, or if you're scheduling a meeting click Rooms... to book a room.

4. In the Start time and End time fields:

   1. Select the start date from the first dropdown calendar.

   2. Select the end date from the second dropdown calendar.

   3. Enter the start and end times of the event or select the All day check box.

   4. Or use the scheduling assistant to find a time people and rooms are available.

5. If applicable, click the Private button.

6. If the event is recurring on a regular schedule, click the Recurrence button to add a recurrence.

7. In the Show As dropdown box, select how the event will appear in your calendar: Free, Working Elsewhere, Tentative, Busy, or Out of Office.

8. In the Reminder dropdown box, select the amount of time before the event, or None, you'd like to receive a pop-up reminder.
   

   

9. In the WYSIWYG text box, add any additional event details.

10. To attach a file, select the Insert tab and click the Attach File button.

11. For an appointment, click Save & Close. For a meeting, invite people to the event and then click Send.
    

    

Adding a recurrence 

If an appointment or meeting is repeated on a regular schedule, you can add a recurrence instead of creating an event for each instance. Please see this article for instructions on how to set-up recurring meetings: https://uwaterloo.atlassian.net/wiki/spaces/ISTKB/pages/269156646/Create%2BRepeating%2BAppointments%2Band%2BMeetings%2Brecurrence%2Bin%2BOutlook%2B2016

Scheduling Assistant

The scheduling assistant is a useful tool for determining common availability for meeting times. It allows you to simultaneously view the calendars of all invited people (if they have a UWaterloo email account) and rooms, and it will suggest meetings times with the fewest conflicts. Please see this article for instructions to use the Scheduling Assistant: Scheduling Assistant - Outlook

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